Partner Office of the Quartet
Job categories Procurement
Vacancy code VA/2025/B5106/30024
Department/office MR, JRSCO, Jerusalem
Duty station East Jerusalem with Travel to West Bank and Gaza
Contract type Local ICA Support
Contract level LICA-6
Duration 12 months with the intention for extension, subject to organizational requirements, availability of funds and satisfactory performance.
Application period 14-Apr-2025 to 22-Apr-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

The Operations Team of the Office of the Quartet provides the full range of support services to ensure timely and quality delivery of the OQ Agenda and OQ Strategy, in compliance with the UNOPS and OQ Policy and Procedure.
Procurement, Admin and Travel (PAT) functions in the OQ are governed by the UNOPS policies as well as the OQ Operations Manual. In collaboration with the Operations team, PAT advises and facilitates all procurement requests as the focal point. PAT also advises and facilitates all travel requests and ensures the OQ offices run smoothly through admin efforts.
The OQ is seeking to recruit a Procurement, Admin and Travel PAT Associate (PAT-A). Under the overall guidance and the direct supervision of the Director of Operations (DO), direct supervision of the Finance & Procurement Coordinator and with the support of the Operations Team, the PAT-A will deliver the above objectives.

Scope of Work: 
The PAT-A will be based in Jerusalem, with travel / work to Ramallah or Gaza. The PAT-A will,
  • Act as the Procurement Focal Point, supporting procurement planning, clearing requests, maintaining archive & tracking within SLAs, advisory on procurement and contract management.
  • Act as the Admin Foal Point, supporting the development and implementation of the administrative budget to meet the priority admin needs, including office events
  • Act as the Travel Focal Point, supporting a full range of travel services to OQ personnel and OQ guests.
  • Process payments, including petty cash custodian
  • Support with general operations management
  • The work is of a highly confidential nature and the PAT-Associate must maintain the highest standards of confidentiality.
Under the overall guidance and the direct supervision of the DO, close oversight and support of the Finance Coordinator and with the support of the Operations Team, the PAT-A will deliver,
Act as the Procurement Focal Point
  • Work with all OQ teams to develop annual procurement plans, as well as quarterly reviews
  • Support the Finance Coordinator to feed in procurement plan data to OQ Master Budget
  • Provide training and guidance on procurement principles and OQ procurement process
  • Receive Procurement Requests, review & clear in compliance with OQ & UNOPS requirements
  • Act as the Focal Point between OQ and UNOPS, submitting procurement requests, providing clarity to clarifications with the support of the technical lead, coordinating evaluations etc.
  • Receive contracts / POs from UNOPS and dispatch requesters, and support with contract management to close contracts / POs on time
  • Ensure requester submits payment requests to process payments
  • Maintain the procurement request archive and the tracker
  • Prepare procurement related analysis to enable process improvements
Act as the Admin Focal Point
  • Identify and document the administrative needs of the OQ to determine the required service providers, including those for leases, utilities, maintenance, communication, courier services, office supplies, and subscriptions.
  • Ensure required services providers are identified through the procurement process and contracted under LTA to be able to call upon when services and goods are needed.
  • Manage the service provider contracts to meet admin requirements, including the settling of invoices.
  • Ensure office consumables, subscriptions are readily in place
  • Attend to malfunctioning and breakdown of office facilities promptly.
  • Provide admin support to various office events
  • Act as the focal point for the Ramallah Office Operations.
Act as the Travel Focal Point
  • Assess the travel requirements of the OQ, including relocation, repatriation, evacuation, and mission related travel, to identify the necessary service providers. This includes arrangements for visas, air travel, ground transportation, accommodation, and other related services.
  • Ensure required services providers are identified through procurement process and contracted under LTA to be able to call upon when services and goods are needed. 
  • Manage the service provider contracts to meet travel requirements, including settling of invoices.
  • Receive Travel Requests, review & clear in compliance with OQ & UNOPS requirements.
  • Utilize the service provider contract to provide efficient services to OQ staff.
  • Obtain or support with visa and protocol clearances for travel, as needed
  • Maintain the travel request archive and the tracker
  • Process payments, including petty cash custodian
  • Receive Payment Requests, review & clear in compliance with OQ & UNOPS requirements
  • Raise payment request for travel payments / clear travel claims
  • Maintain recurring payments log and process payments on timely basis
Act as the Petty Cash Custodian
  • Receive Petty Cash Requests, review & clear in compliance with OQ & UNOPS requirements
  • Prepare replenishment account with right documents
  • Maintain archives for all payment modalities
  • Support with general operations management
  • Support in developing OQ admin and travel budget
  • Support the Finance Coordinator to feed in the admin and travel budgets to OQ master budget
  • Develop procurement plan for admin and travel and implement the plan within the allocations
  • Maintain working relationship with UNOPS on PAT function
  • Support in developing & implementing appropriate processes, platforms & archives for data quality
  • Conduct reflection and learning meetings with the teams to receive feedback on PAT services
  • Draft and review the PAT sections of the OQ operations Manual.
  • Support assessing and mitigating PAT risks, including emergency response & business continuity
  • Support with audits and compliance requirements
  • Conduct induction on PAT during new staff onboarding as needed.
  • Commit to upskill in PAT through technical and on-the-job learning.
  • Perform additional tasks assigned by the line manager.

Education/Experience/Language requirements

Education:
Secondary education is the minimum requirement. A Bachelor’s Degree in a relevant field is desirable. Certification in Procurement is an asset.

Work Experience:
  • At least 6 years of experience in PAT functions required. Lesser years of experience may be considered with Bachelors.
  • Experience in managing petty cash required.
  • Experience in working in UN or INGO work environment is desirable
Organizational Skills and Abilities: 
  • A proven ability to work in a high pace environment.
  • Excellent writing and communication skills.
  • Ability to work with minimal supervision / take ownership.
  • Ability to manage requests and demands from multiple teams
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Excellent team player
  • Demonstrated high level competence with using standard office software packages (MS Word, Excel, PowerPoint, etc.)
Language: 
  • Excellent command of written and spoken English & Arabic is required.
  • Knowledge of Arabic Hebrew is an advantage.
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.